Administrative Assistant to the Director of Operations

Administrative Assistant

Position Summary: The Administrative Assistant provides comprehensive, high-level support to the Director of Operations. This is not a traditional clerical role; it requires a sophisticated blend of executive administration, data analysis, and project coordination. The incumbent will act as a primary point of contact for the Director, managing confidential information and producing reports and presentations necessary to lead the operational unit. This role requires a professional who is proactive, detail-oriented, and possesses an expert-level command of the Microsoft Office Suite.

Key Responsibilities:

• Perform advanced and diversified duties that support the daily operations of the Senior Director, ensuring seamless scheduling and communication.
• Manage highly sensitive and confidential information regarding personnel, finance, and strategic projects with absolute discretion.
• Draft, edit, and finalize professional correspondence and reports; serve as a liaison between the Director and internal/external stakeholders.
• Apply a thorough knowledge of organizational policies and practices to ensure all administrative actions are compliant with company standards.
• Gather, collect, and verify data from multiple sources (Finance, HR, Purchasing) to create a unified view of operational performance and projects as assigned.
• Create senior level PowerPoint presentations that translate complex data into clear, visual narratives for leadership reviews.
• Leverage the full Microsoft Office Suite and functional business software to automate reports and enhance data tracking.
• Undertake and track specific projects as assigned, ensuring deadlines are met and deliverables are organized.
• Identify bottlenecks in administrative or operational processes and design new workflows to increase efficiency.

Required Education, Experience, & Skills:

• Demonstrated, extensive experience in Excel (advanced data manipulation), Teams, PowerPoint (executive-level deck creation), and Word.
• Experience using business software to track data, generate reports, and manage project timelines.
• Ability to draft professional correspondence, memos, and reports.
• Minimum of an Associates Degree in Business Administration, Communications, or related field.
• 710+ years of administrative experience, with at least 35 years supporting C-suite or Senior Director-level executives.
• Advanced proficiency in Microsoft 365 (specifically Outlook for complex scheduling, Teams for connecting multiple functions, Excel for data tracking/reporting, and PowerPoint for executive presentations).
• Exceptional verbal and written communication skills, with the ability to interact confidently with high-level leadership.
• Proven experience working within an operations environment (e.g., manufacturing, defense, or logistics) where they have managed complex workflows and cross-functional dependencies.
• Proven expertise in managing complex, high-priority calendars, coordinating international/multi-site travel, and acting as a liaison who can prioritize requests based on the Director's strategic goals.
• Experience leading small-to-medium administrative projects (e.g., implementing a new tracking system, organizing Face to Face meetings, or managing departmental budgets).

Preferred Education, Experience, & Skills:

• Bachelor's Degree in Business Administration, Communications, or related field
• Microsoft Certified
• Eligibility for secret level clearance

Pay Information Full-Time Salary Range: $57685 - $92297 Please note: This range is based on our market pay structures. However, individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience. Employee Benefits: At BAE Systems, we support our employees in all aspects of their life, including their health and financial well-being. Regular employees scheduled to work 20+ hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto, and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non-monetary recognition awards. Other incentives may be available based on position level and/or job specifics.

About BAE Systems Platforms & Services BAE Systems, Inc. is the U.S. subsidiary of BAE Systems plc, an international defense, aerospace and security company which delivers a full range of products and services for air, land and naval forces, as well as advanced electronics, security, information technology solutions and customer support services. Improving the future and protecting lives is an ambitious mission, but it's what we do at BAE Systems. Working here means using your passion and ingenuity where it counts defending national security with breakthrough technology, superior products, and intelligence solutions. As you develop the latest technology and defend national security, you will continually hone your skills on a teammaking a big impact on a global scale. At BAE Systems, you'll find a rewarding career that truly makes a difference. The Platforms & Services (P&S) sector under BAE Systems, Inc does the big stuff: the armored combat vehicles, naval guns, missile launchers, and ship repairjust to name a few. Our employees take pride in the work they do and why they do it. They are on the front lines every day, building our products to protect the lives of those who serve. We may be biased, but we think P&S does some of the coolest work around, and we think you will too.